This document describes a swim lane flowchart for the employee onboarding process, outlining the steps and responsibilities for each department or role involved. The flowchart is organized into lanes, each representing a key stakeholder, with steps sequenced to show the flow of the process.

Lanes

The following lanes represent the departments or individuals involved in the onboarding process:

1. HR Department: Manages administrative tasks, including job offer acceptance, background checks, orientation, and follow-up reviews.

2. Facilities Management: Ensures the employee’s workspace is prepared.

3. Communications/IT Team: Sets up communication tools, such as telephone lines.

4. Service Desk: Provisions IT equipment and grants system access.

5. Recruitment and Hiring: Coordinates team introductions and induction.

6. New Employee: Completes required tasks and participates in onboarding activities.

Flowchart Steps by Lane

Process Flow

The onboarding process follows this sequence, with interactions between lanes:

1. HR Department initiates the process by receiving the job offer acceptance and conducting a background check.

2. HR schedules orientation, while Facilities Management arranges the workspace and Communications/IT Team sets up the telephone line in parallel.

3. The Service Desk grants system access and provisions IT equipment before the employee’s first day.

4. On the first day, the New Employee attends orientation conducted by HR, signs employment documents, and receives the company handbook.

5. Recruitment and Hiring coordinates the employee’s introduction to the department, scheduling meetings with the department head and team.

6. The New Employee participates in training sessions and begins initial projects.

7. HR schedules and conducts 30-day and 90-day reviews to ensure successful integration.

Benefits of Using a Swim Lane Flowchart

• Clarity: Clearly defines who is responsible for each task, reducing confusion.

• Efficiency: Streamlines handoffs between departments, minimizing delays.

• Transparency: Provides a visual overview of the process, aiding training and process improvement.

• Employee Experience: Ensures a structured onboarding process, enhancing employee satisfaction and retention.

Tools for Creating the Flowchart

To create a visual swim lane flowchart, use tools like:

• Microsoft Visio: Offers robust swim lane templates for process mapping.

• Lucidchart: Provides user-friendly, cloud-based swim lane diagram creation (www.lucidchart.com).

• PowerPoint: Includes customizable swim lane templates for quick diagramming.

• HEFLO: A free BPMN tool for creating editable flowcharts (www.heflo.com).

Example Reference

An example of a swim lane flowchart for employee onboarding can be found at HEFLO’s New Employee Onboarding Process Flowchart. This example includes similar lanes and steps, such as HR administrative tasks, IT provisioning, and team introductions.

Additional Notes

• If “profile lane” refers to a specific organizational term (e.g., a lane focused on employee profile data like skills or career aspirations), you may need to clarify its meaning. In standard HR practice, swim lane flowcharts are the most relevant tool for mapping onboarding processes.

• The flowchart can be customized based on your organization’s specific needs, such as adding steps for compliance checks or role-specific training.

• For further guidance on swim lane diagrams, refer to:

  • Atlassian’s Guide to Swimlane Diagrams

  • MindManager’s Guide to Swim Lane Diagrams

This flowchart structure ensures a comprehensive and organized approach to employee onboarding, aligning tasks with the appropriate departments for a seamless process.

Mermaid – by Gemini

graph TD
    %%{init: {'flowchart': {'curve': 'linear'}}}%%

    subgraph "Hiring Manager"
        A[Initiate Job Requisition] --> B{Approve Requisition?}
        B -- Yes --> C[Submit Job Description to HR]
        B -- No --> D[Revise Requisition] --> A
        C --> E[Interview Candidates]
        E --> F{Select Candidate?}
        F -- Yes --> G[Inform HR of Selection]
        F -- No --> E
    end

    subgraph "HR Department"
        H[Receive Job Requisition] --> I[Post Job Opening]
        I --> J[Screen Applications]
        J --> K[Schedule Interviews]
        K --> E
        G --> L[Prepare Offer Letter]
        L --> M[Send Offer Letter to Candidate]
        M --> N{Offer Accepted?}
        N -- Yes --> O[Initiate Onboarding Process]
        N -- No --> P[Notify Hiring Manager & Re-evaluate] --> J
        O --> Q[Collect New Hire Paperwork]
        Q --> R[Process Payroll & Benefits Enrollment]
        R --> S[Set Up Employee Record in HRIS]
        S --> T[Coordinate IT Setup]
        S --> U[Schedule Orientation]
    end

    subgraph "IT Department"
        V[Receive IT Setup Request] --> W[Create User Accounts & Email]
        W --> X[Prepare Hardware & Software]
        X --> Y[Grant System Access]
        Y --> Z[Notify HR of Completion]
    end

    subgraph "New Employee"
        AA[Receive Offer Letter] --> BB{Review & Sign Offer?}
        BB -- Yes --> CC[Return Signed Offer]
        BB -- No --> DD[Decline Offer]
        CC --> EE[Complete Onboarding Paperwork]
        EE --> FF[Attend Orientation]
        FF --> GG[First Day of Work]
    end

    C -- HR --> H
    G -- HR --> L
    M -- Candidate --> N
    O -- HR --> Q
    S -- IT --> V
    Z -- HR --> O
    AA -- Candidate --> N
    N -- New Hire --> CC
    Q -- New Hire --> EE
    U -- New Hire --> FF
    FF -- Start Work --> GG

DeepSeek

flowchart TD
    subgraph "New Employee"
        A[Signs Offer Letter] --> B[Submit Onboarding Documents]
        B --> C[Attend Orientation]
        C --> D[Complete IT Setup]
    end

    subgraph "HR Department"
        A1[Issue Offer Letter] --> A
        B --> B1[Verify Documents]
        B1 --> B2[Initiate Background Check]
        B2 --> C1[Schedule Orientation]
        C1 --> C
        D --> D1[Confirm Probation Start]
    end

    subgraph "Hiring Manager"
        E1[Request Hiring Approval] --> E2[Send Role Details to HR]
        E2 --> E3[Prepare Workspace]
        C --> E4[Assign Buddy/Mentor]
        E4 --> E5[Define 30-60-90 Plan]
    end

    subgraph "IT Department"
        F1[Receive Setup Request] --> F2[Create Accounts/Email]
        F2 --> F3[Provision Hardware]
        F3 --> F4[Deploy Software]
        F4 --> D
    end

    subgraph "Finance Department"
        G1[Receive Payroll Data] --> G2[Setup Bank/Tax Details]
        G2 --> G3[Enroll in Benefits]
    end

    %% Cross-Lane Connections
    E2 --> A1
    B1 --> G1
    D1 --> G1
    E3 --> F1